Job Description

We are seeking a highly organized and detail-oriented Office Assistant to support the daily operations of a dynamic and intellectually engaging workplace. The ideal candidate will have experience supporting scientists, researchers, or technical professionals and be comfortable managing administrative tasks in a fast-paced setting. This role requires excellent communication skills, strong multitasking abilities, and a proactive approach to problem-solving.

Key Responsibilities

Visitor Management

• Serve as the primary point of contact for visitors, ensuring a professional and welcoming environment.
• Coordinate with onsite security to facilitate smooth entry and exit procedures.
• Manage setup and coordination of virtual meetings, conference rooms, and large event spaces.
• Assist with procurement and organization of office supplies and equipment.
• Oversee food and beverage programs, including catering orders and pantry upkeep.
• Submit and track facility maintenance requests to ensure timely resolution.
• Communicate with onsite support staff as needed.
• Support office space planning, workspace organization, and office moves when necessary.

Administrative Support

• Provide administrative assistance to scientific, research, and operations teams.
• Support scheduling of meetings, seminars, and visits.
• Arrange travel and accommodations for team members.
• Prepare expense reports and other documentation as needed.

Shipping, Receiving & Mail Operations

• Provide backup support for shipping and receiving, ensuring accurate processing of shipments.
• Assist with sorting and distributing incoming mail and packages.
• Coordinate with service vendors to ensure smooth deliveries and maintenance.
• Handle temperature-sensitive or time-critical deliveries in the absence of the primary lead.

General Office Support

• Maintain cleanliness and organization of common areas, meeting rooms, and kitchen spaces.
• Handle confidential information with discretion.
• Take on additional responsibilities as needed to support smooth office operations.

Must Have

• High school diploma or equivalent (Associates or Bachelors degree preferred)
• 13 years of experience in an administrative or office operations role
• Proficiency in Google Workspace and Microsoft Office Suite
• Strong organizational and multitasking skills
• Excellent verbal and written communication
• Attention to detail and problem-solving abilities
• Ability to work independently and collaboratively
• Professional demeanor and positive attitude

Nice to Have

• Experience supporting scientists, researchers, or technical teams (preferred but not required)

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at employeeservices@apexsystems.com or 844-463-6178.

Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing in Talent Satisfaction in the United States and Great Place to Work in the United Kingdom and Mexico.

Apex Benefits Overview: Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our Welcome Packet as well, which an Apex team member can provide.

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